October 2013

We are pleased to provide you with a summation of recent enhancements and new features in AccountAbility. If you would like any further information please contact support@accountabilityacces.com

Estimates – Insert Line function

If there are already lines on the Estimate, check/tick the line that you want the new line inserted directly above, then click the ‘Insert Line’ button. The new line will be assigned the appropriate headings and sort order.

If you don’t tick/select an existing line – the ‘Insert Line’ function will assign the default sort order and headings structure applicable to the task type you select

As part of the re-design of this page – the links for ‘Headings/New Headings’ have been relocated to the Layout page – click the ‘Layout’ hyperlink to access these.

New Accrued Revenue function

This function facilitates the management and control of accrued revenue transactions at a job/task level. It provides control and transparency over the content and aging of accrued revenues. Whilst some companies manage this function adequately through the WIP ledger, this new

function allows accrued revenue to be managed separately from WIP and within a separate GL control account. Features include:

  • Create Accrued Revenue transactions, generating them either from an Estimate or by batch entry
  • Ability to Reverse Accrued transactions from a previous month
  • Detailed reconciliation report, which acts as a ‘sub ledger’ detailing the aging and content of the GL control account at a job/transaction level

In order to utilise this function, you must first specify the default GL control account to be used for posting of accrued revenue transactions – this can be set up under General Ledger / General Ledger Accounts / Posting GL Accounts / Default GL Posting Accounts.

Refer to the General Ledger Guide (downloadable from AccountAbility under the User Guides link) for full details on this function

Enhanced Deferred Revenue function

The Deferred Revenue function has been restructured to provide greater flexibility in the management of this process.

In its initial release, you were required to set up an Estimate to be treated as Deferred Revenue prior to creating Production Invoices for that Estimate – this in turn changed the posting of related Production Invoices. This is no longer required, you can now simply create Deferred Revenue

posting, generating this for all or part of an invoice already created, or through simple batch entry.

Refer to the General Ledger Guide (downloadable from AccountAbility under the User Guides link) for full details on this function

Batch email of Payment Remittance Advices

Where you have created a batch of Supplier Payments, you can now email Payment Remittance Advices in one step, rather than one at a time.

From the Supplier Payments browse, tick/select the payments – then click the

Batch Email link. This will send emails to the individual suppliers from the AccountAbility email address, and you will be copied on each of the emails despatched by the system – so that you have a full audit trail of all emails sent

Revenue & Expense Budgets – define ‘Actual’ months

This enhancement allows you to define that a Budget Version should be made up of a combination of ‘Actual’ months and ‘Budget’ months.

Budget Versions are definable in AccountAbility – you can create as many Budget/Forecast versions as you wish. Go to Accounting / Budgets / Budget Set-Up / Budget Versions. Click on the version – you can now define what part of that version should be made up of ‘actual’ months.

For example, let’s say we had a ‘mid-year’ budget version that is based on actuals up to Month 06, and budget data for months 07 through 12. In this version we would set the ‘Actuals up to month’ as 06. Now when looking at browse screens, data entry screens or reports for that 

budget version – the system will display the actual data from the General Ledger for months 01 through 06, and budget data for months 07 through 08.

Leave Management Function

This functions allows staff to create leave requests on line and submit them for approval – see the ‘My Leave’ link at the top of the screen

Once leave requests have been created, managers can see review applications that have been submitted, and approve them – see Time / Leave Approval.

Optionally, through the Leave Approval screen, you can edit leave applications submitted, enter new leave applications for staff of the staff have not created them already, and create reports or Excel exports of leave history data.

Note you can create or edit the ‘Leave Types’ for your company – see Master Files / Employees – click the ‘Leave Types’ hyperlink

Additional ‘Import from Excel’ functions

Various new Import routines have been added enabling the upload/importing of data directly from Excel Templates:

Leave Requests (see Time / Leave Approval / Import)

Expense Budgets (see Accounting/ Budgets / Expense Budgets / Import)

WIP Take-Ups (see Accounting / General Ledger/ WIP Take Ups/ Import)

Purchase Orders (see Production / Purchase Orders/ Search Purchase Orders/ Import)

Additional ‘Export to Excel’ functions

Various new export routines have been added enabling the exporting of data to Excel from data browses, based on the current search filters:

Receipts (See Accounting/ Receivables/ Receipts/ List Export)

Production Invoices (See Accounting/ Receivables/ Production Invoices/ List Export)

Payments (See Accounting/ Payables/Supplier Payments/ List Export)

Entities

This function is useful for companies that have multiple Offices which they selectively select for consolidated reporting. An ‘Entity’ is simply a collection of multiple offices.

To create a new Entity, go to Setup Files/ Offices and click the ‘Entities’ hyperlink – crate a new Entity, enter its code and name, then select the Offices that belong to that Office.

Then, on all reports which include an Offices filter – select the Entity you want to report on and the system will automatically consolidate data into the report for the Offices that belong to that Entity. This may save a lot of time when creating consolidations as you don’t have to

individually select the Offices that are part of the consolidation.

Revenue Tracker Versions

This function allows you to create ‘snapshots’ of your Revenue tracker at a point in time.

Go to Accounting / Budgets/ Revenue Budgets/ Revenue Tracker Versions. Add a new version/snapshot by defining the 12 month range the version consists of, and which part of those 12 months should be made up of actuals – the system will then build the version based on:

The actual (General Ledger) data for the selected ‘actual’ months, plus

The current Revenue Tracker data for the forecast months

You can then edit the Revenue Tracker Version if required, and alternatively you can use that version to build or update your Client Budget. To do this, just open the version, then click the ‘Update Client Budget’ hyperlink and follow the prompts.

Essentially this function allows companies to build more accurate Client Revenue Budgets by using source Revenue Tracker (estimates) as the source data for the budgeting function.

Global Text Search

This function allows you to search your entire AccountAbility database for particularly text – kind of like a Google search of your AccountAbility database. See the small search text box at the top left of the system – just enter the ‘Time’ menu – enter the text you want to find and click the

magnifying glass. The search results will be displayed on a separate page, and you can click on a transaction displayed which includes the search next to navigate to that page

Display values in Invoice currency (rather than the base accounting currency value)

Client Receipt document

This is a simple receipt document that can be created or emailed directly to your client. From the receipts browse screen, select the Receipt(s) then click Preview or Email

Employee Access control to selected Office(s) or Client(s)

This allows you to restrict a selected Employee so that they can only view or create data for selected Offices or selected Clients.

Offices – note that the existing function ‘Access to own Office data only’ remains – meaning the Employee can only view or create data for the Office that they belong to. However if you would like an Employee to be able to view/create data for more than one office, but not all offices –

click the Office Restrictions hyperlink in the Employee detail page and select the Offices

Likewise, if you would like an Employee to only view/create data for selected clients, click the ‘Client Restrictions’ hyperlink and select the Clients.

Aging Report Options

Options have been added to the Receivables aging and Payables aging reports:

Display values in Invoice currency (rather than the base accounting currency value)

Consolidated option – ability to consolidate all Offices together rather than separate sub reports for each office

Default Task Type & Rate for expense claim Mileage

Set the default Task type to be used by Employees when submitting expense claims using the ‘mileage’ function: Go to Setup Files/ Setup Options – click to open your Company and select from the Task type drop down. Note that only Task types which have been assigned an ‘Expense

claim GL Account’ can be selected.

Now set the default rate per mile/kilometre – go Master Files/ Task Types/ Search Task types – find the Task type defined in the step above, click to open it and enter the default rate for each mile/km in the ‘Billable Hourly/Unit Rate field – for example if the default rate is 75 cents per mile

– enter 0.75

Additional Dissections on Journal lines

This function allows you to assign/view various dissections on Journal lines:

Job No

Client Code

Product Code

Employee Code

Department Code

After creating the Journal lines, save the Journal, then click the ‘Other Details’ tab on the line to enter this dissection information

This page also allows you to assign Tax Adjustment information, so that if you do a Journal line to an input or output tax GL Account, you can assign this information so that the journal will be appear on your Tax reports.

Multiple Time Lines in a single Gantt chart

From Time/ Timelines/ Search Timelines – tick select the jobs to be included, when you click the ‘Gantt chart’ link, you will have the option of including all of the selected timelines/jobs in a single chart